American Endurance Ride Conference
BOARD OF DIRECTORS MEETING
held via telephone conference call
October 4, 2004
President C. Mike Tomlinson called the meeting to order at 6:01 pm. Also on the line for the call: Treasurer Terry Woolley Howe, Vonita Bowers, Mike Jaffe, Roberta Harms, Connie Caudill, Jan Stevens, Howard Kent, Stan Eichelberger, Patti Pizzo, Bob Morris, John Parke, Duane Barnett, Randy Eiland, Roger Taylor, Nick Warhol, Jim Baldwin, Barney Fleming, Dane Frazier, Mike Maul, Stagg Newman, Maggy Price, Robert Ribley and Executive Director Kathleen A. Henkel. Absent: Susan Kasemeyer, Jan Jeffers, and Gail Williams.
It was moved by Roger Taylor and seconded by Robert Ribley to excuse Susan Kasemeyer and Jan Jeffers from this evening’s call. Motion passed.
Corrections to the August 21, 2004 minutes regarding those present have been handled and now reads:
President C. Mike Tomlinson called the meeting to order at 7:31 a.m. Present for the meeting: Vice President Susan Kasemeyer, Secretary Jan Jeffers, Treasurer Terry Woolley Howe, Mike Jaffe, Roberta Harms, Jan Stevens, Patti Pizzo, Gail Williams, Duane Barnett, Randy Eiland, Roger Taylor, Nick Warhol, Barney Fleming, Howard Kent, Stagg Newman, Vonita Bowers, Jim Baldwin, Connie Caudill, John Parke, Robert Ribley.and Executive Director Kathleen Henkel. Absent: Mike Maul, Dane Frazier, Stan Eichelberger, Bob Morris, and Maggy Price.
John Parke requested a correction with respect to the amended motion regarding Rider Cards and the suspension of the rider card motion. Jim Baldwin has made corrections to the Veterinary Committee presentation at the midyear and it now reads:
Veterinary Committee: Jim Baldwin, chair, invited discussion on the two motions from committee currently before the Board for a vote, the rider card rule proposal and the two-vet rule. Rider card rule motion is as follows: “All sanctioned endurance rides must use an AERC approved rider card. If an equine is treated, pulled or withdrawn, the original rider card will be sent to the AERC office with the ride results. The information on the card will be available to both the rider and the AERC Board of Directors or its involved committees. The card should be used in its entirety, so all data can be reviewed by the rider or AERC’s Board of Directors or its involved committees should the need for review be necessary.”
Two-vet rule motion is as follows: “2.1 The ride must employ at least two veterinarians whose services will be exclusive to the event, pre-ride, during the event and post ride. In rare instances the sanctioning director may grant a waiver to allow a ride to employ one veterinarian if the ride cannot support two veterinarians. If a waiver is granted, a treatment facility must be available within a reasonable distance from the ride in the event an equine needs veterinary treatment. At least one veterinarian must be at the ride site for at least one hour after the last equine crosses the finish line or has returned to ride camp.”
Rider card rule motion amended by Vonita Bowers, seconded by Susan Kasemeyer, to remove the sentence “If an equine is treated, pulled or withdrawn, the original rider card will be sent to the AERC office with the ride results.” The motion now reads: “All sanctioned endurance rides must use an AERC approved rider card. The information on the card will be available to both the rider and the AERC Board of Directors or its involved committees. The card should be used in its entirety, so all data can be reviewed by the rider or AERC’s Board of Directors or its involved committees should the need for review be necessary.” Motion as amended passed.
After extended discussion of the rider card motion, it was moved by Stagg Newman and seconded to delay implementation of this motion. Roll call vote as follows: 12 Yes and 8 No – Susan Kasemeyer No; Terry Woolley Howe Yes; Vonita Bowers No; Mike Jaffe Yes; Roberta Harms Yes; Connie Caudill No; Jan Stevens No; Howard Kent No; Patti Pizzo No; Gail Williams Yes; John Parke Yes; Duane Barnett No; Randy Eiland Yes; Roger Taylor Yes; Nick Warhol Yes; Jan Jeffers Yes; Jim Baldwin No; Barney Fleming Yes; Stagg Newman Yes; Robert Ribley Yes. Motion to delay passed. President Tomlinson announced the Education, Ride Managers, Legal, Rules and Veterinary Committees now have a better idea of the direction in which this issue should turn and it will be discussed at the meeting in March.
Jim Baldwin presented the motion pertaining to the two-vet rule from committee. Bob Morris amended the two-vet rule and the amended motion was accepted by committee and the motion now reads as follows:
“2.1 The ride must employ at least two veterinarians whose services will be exclusive to the event, pre-ride, during the event and post ride. In rare instances the sanctioning director may grant a waiver to allow a ride to employ one veterinarian if the ride cannot support two veterinarians. This must be supported in writing at the time of sanctioning and submitted to the Board of Directors for their information. If a waiver is granted, a treatment facility must be available within a reasonable distance from the ride in the event an equine needs veterinary treatment and must be so stated and identified at the time of sanctioning. At least one veterinarian must be at the ride site for at least one hour after the last equine crosses the finish line or has returned to ride camp.” 15 No/5 Yes and zero abstentions. Motion fails.
It was moved by Stagg Newman, seconded by Vonita Bowers to accept committee reports as presented by the Convention, International, Research Grants and Technical committees. Motion passed.
Special Sanction Committee: Vonita Bowers presented from the committee a sanction request for the Colfax Coal Rush Pioneer ride 8/12-14/05, 55/30 55/30 55/25, SW Region with Susan Norris Romero listed as manager with location at NRA Whittington Center, Raton, NM. Motion passed.
Vonita Bowers advised she is not in receipt of the Outlaw Trail Pioneer ride sanction form but wanted to advise the Board the sanction is forthcoming for possibly September 2005. Vonita will advise if she receives further information regarding this ride.
Regarding the Fort Stanton Pioneer ride, Vonita advised the ride has taken place for many years and special sanctioning is not necessary and the ride should follow normal sanctioning procedures.
The AERC International Committee presented their revised procedures for acceptance. After discussion, the Board voted to accept the procedures with a correction to be noted regarding submission of the AERC International budget to coincide with the date due requirements of the AERC Treasurer. Motion passed with Barney Fleming abstaining.
Insurance Committee: Roger Taylor advised Diane Lesher of Equisure, Inc., is joining the call this evening to answer questions regarding next year’s insurance, beginning with the 2005 ride season on December 1, 2004. After a question and answer period it was moved from committee by Roger Taylor that Equisure, Inc. be approved as AERC’s agent for ride liability insurance beginning with the 2005 ride season, 12/1/04, for a premium of $29, 331.70, including all additional insureds, 400 ride days. Motion passed with Duane Barnett abstaining.
Questionnaire Committee: Nick Warhol advised he has completed all the changes and modifications he received. He would like the Board to decide how the questionnaire is to be sent – via email or on paper or a combination of both. Nick will advise in the near future the weblink for perusal of the completed form.
Legal Committee: It was necessary for Chairman John Parke to leave the call after the insurance discussion and President Tomlinson advised John is currently working on three hot topics – all progressing smoothly. If you have any questions, please contact John Parke directly.
Howard Kent advised Ken Lake is not willing to be the ride manager for the Rock Springs Ride. Jan Stevens has suggested someone that may be interested and Howard has also located a party that is interested in managing the ride. A date in August is being looked at and will be discussed with the BLM after management is firm.
President Tomlinson advised he is working on formation of an Ad Hoc Committee – Federal Land Management Relations Committee with the intent of clearly delineating who is responsible for handling different parts of putting on new rides such as the Rock Springs Ride and for assisting with Federal Land Management and to provide a resource for ride managers so they know where to go to get assistance. The committee is in the formative stages and President Tomlinson requests feedback from the Board as to how we can best define the purview of the trails committee, the purview of the Board, and of the Federal Land Management relationships.
Barney Fleming advised for Terry Woolley Howe, Ride Manager for the National Championship ride, that the State of California would handle drug testing for the National Championship ride at no cost to AERC.
Meeting adjourned at 7:06 pm.
Kathleen A. Henkel, Secretary Pro Tem
In the absence of Jan Jeffers
Robert Ribley, Chair, 9/30/04
1) Confirmed speakers/topics for the 2005 convention to date are as follows:
Gayle Eckert - veterinary topic
Veterinary panel, consisting of members of the veterinary committee
Susan Garlinghouse - nutrition topic
Trails - speaker yet not confirmed
Equine foot panel consisting of Dr. Ken Marcella, Gene Ovenicek, Ms. Olivo and Darolyn Butler.
2) The committee has discussed a travel reimbursement for speakers.
Russell Broussard, Co-chair, 9/29/04
The proposed revisions to the AERC International Procedures were forwarded to you via email from Kathleen on 9/30/04. The procedures are from the full committee and have been unanimously approved by the AERC International Committee and the committee requests approval of the revisions by the Board.
Research Grants Committee Report
Bob Morris, Chair 9/30/04
I have been Chair of the AERC Research Grants Committee since March 2004. In that period of time The Committee has established a Committee Charter and procedures for making research grants.
Additionally we finalized the granting of two research programs that are currently underway.
An approach has been made to over thirty-six Veterinary and Land Grant University programs with a return of two requests for grants. One of these requests was rejected out of hand as not remotely related to the sport of equine endurance competition. The other request was submitted to the Grants Committee and then to the AERC Board of Directors. (More on that later)
Questions were furnished from Committee for the upcoming AERC Questionnaire. These questions were relative to the type of research the membership would like to see and also to whether the AERC should fund such research.
After seven months of working on Research Grants I have come to the conclusion the AERC (Board) should take a very strong look as the program. Do we really want such a program? A case in point; the research grant proposal sent to committee garnered one comment out of four members. When sent on to the AERC Board of Directors, requesting comments, it elicited only three comments out of twenty-six Board members contacted! Interest with in the AERC hierarchy is limited when it comes to Research Grants.
Considering the lack of interest on the part of the educational scene and the similar attitude on the part of the AERC Board, I suggest that the entire Research Grant Program be seriously reconsidered by the entire Board of Directors at the next “in-person” Board meeting.
Mike Maul, Chair, 10/3/04
the convention meeting, the Tech Committee suggested upgrading the
office client stations from the present systems to more modern systems
running Windows XP Pro and having more capability.
One system has been upgraded in the office to test if there is enough
productivity increase to warrant the cost. Also installing one system
will test for potential problems in the office environment.
The first system using XP Pro as the operation system, an Intel Pentium
4 running at 2.8Ghz, with 512M RAM, and an 80 G hard drive has been put
into service for a price including local installation of about $700.
Comment from the office is "Three of us have used the computer and love
it and have noticed much more speed and would very much like the other
computers replaced as well."